Subtitling invoice template
Subtitling invoice template: translation per programme minute, spotting and timing, a burned-in master and captions for the deaf and hard of hearing.
Templates by industry
- Subtitle translation, per programme minute
- Spotting and timing of the source subtitles
- Burned-in subtitled master
- Captions for the deaf and hard of hearing
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Subtitle translation, per programme minute" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Captions for the deaf and hard of hearing". Hand over approved versions and a file manifest, confirming usage scope and completed revisions.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
A documentary going to a festival abroad, a training video for staff in another country or a series bought by a streaming service all need subtitles, and the work is priced by the running time of the programme. This template separates the translation from the spotting that sets when each subtitle appears, bills a version with the subtitles burned into the picture as a render of its own, and adds captions for viewers who cannot hear the sound, which describe music and noises as well as speech.
Fields to prepare
- Deliverables and line items
- Subtitle translation, per programme minute, Spotting and timing of the source subtitles, Burned-in subtitled master, Captions for the deaf and hard of hearing: record the quantities actually supplied and the service period.
- Subtitle translation, per programme minute
- Round the running time up to the whole minute as your quote did, and name the language pair.
- Spotting and timing of the source subtitles
- Say whether spotting was done from scratch or adjusted from a supplied template file.
- Burned-in subtitled master
- Give the resolution and codec of the burned-in master and which subtitle language it carries.
- Captions for the deaf and hard of hearing
- State the caption file format and whether sound descriptions follow the client's style guide.
- Quantity and output format
- Record pages, images, word counts or running time, final file formats and whether editable source files are included.
- Review and usage scope
- Specify the draft approver, revision rounds, intended media and duration, and who supplies third-party assets.
- Scope to agree
- Bill by programme minute rather than by line, name the language pair and file format delivered, and keep burned-in renders apart from subtitle files.
Before sending
- Does “Subtitle translation, per programme minute” show the quantity actually supplied, not the quantity first quoted?
- Is “Spotting and timing of the source subtitles” charged at the rate the customer agreed to, with any change approved?
- Is “Burned-in subtitled master” finished and accepted, or does it belong on a later invoice?
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- Does “Captions for the deaf and hard of hearing” show the quantity actually supplied, not the quantity first quoted?
- Agree when a change of direction after draft approval becomes additional work.
- Check separately whether editable sources and final delivery files are included.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Subtitle translation, per programme minute | 42 × $8.00 | $336.00 |
| Spotting and timing of the source subtitles | 42 × $3.00 | $126.00 |
| Burned-in subtitled master | 1 × $60.00 | $60.00 |
| Captions for the deaf and hard of hearing | 1 × $120.00 | $120.00 |
| Subtotal | $642.00 | |
| Sales tax (8%) | $51.36 | |
| Total | $693.36 | |
Net amount $642.00, sales tax $51.36, total payable $693.36.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
The editor recut the film after I delivered. Who pays to re-time?
A new cut means new timings. Bill re-timing per programme minute affected, name the new version of the cut, and keep any changes to the translation itself on a separate line.
Do I bill each subtitle language on its own line?
Yes. Each language pair is a separate translation with its own price, and the client may pay for them from different budgets or territories.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $51.36 on a net amount of $642.00, for a total of $693.36. The editor recalculates all three when you change a quantity, a price or the country.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Subtitling invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.